Is time costing you?*

Is time costing you?* A guide aimed at improving efficiency in Microsoft Excel 2003 *connectedthinking

Table of contents Foreword... 1 Basic shortcuts and keyboard sequences... 2 Navigating around spreadsheets... 4 Data formatting... 6 Formatting cells... 6 Setting column width and row height... 6 Data sorting... 7 Conditional formatting... 7 Data imported from other sources... 9 Importing data from space delimited text files... 9 Importing data from other delimited text files... 9 Converting text to columns... 10 Combining data in multiple columns... 10 Extracting characters from cells... 11 Analysing numbers that Excel does not recognise as numbers... 11 Importing data from a web query... 12 Data analysis... 13 SUM, COUNT, MIN, MAX, AVERAGE and COUNTA functions... 13 SUBTOTAL function... 13 Grouping and automated data filters... 16 Extracting unique entries from a list of data... 17 SUMIF and COUNTIF logical functions... 18 IF, AND and OR logical functions... 19 MATCH and VLOOKUP functions... 20 Pivot tables... 21 Graphs... 23 Formula auditing... 25 Tracing all precedents or dependents... 25 Tracing only the first precedents in a formula... 26 Other areas... 27 What if? scenarios... 27 Goal seek... 28 Macros... 29

Foreword Microsoft Excel is a spreadsheet-application written and distributed by Microsoft. It features calculations, data analysis tools, graphing tools, pivot tables and a macro programming language called VBA (Visual Basic for Applications). This guide is based on Microsoft Excel 2003, and it is assumed that users already have a basic knowledge of using Excel. Any shortcuts or illustrations are based on the 2003 version of Excel, and all names and other data mentioned in this guide are fictitious and serve only to explain the use of selected features of Microsoft Excel. This guide is intended to be used during the course of this training programme and for future reference. It is not a comprehensive guide on how to use Excel: it s sole purpose is to help users save time when doing common tasks. PricewaterhouseCoopers 1

Basic shortcuts and keyboard sequences The following shortcuts and keyboard sequences can save users a lot of time over using the standard pointing device (a mouse or a touchpad). In addition to shortcuts, each of the pull down menus in Microsoft Excel has an underlined letter. The desired menu item may be selected by using the keyboard, as opposed to the pointing device, by selecting ALT followed by the underlined letter. The ALT key need not be kept pressed during this sequence. For example, selecting AutoFit Rows can be selected using the keyboard sequence ALT, O, R, A. Figure 1 - Using keyboard sequences Shortcut CTRL + N CTRL + O CTRL + S F12 CTRL + W Task performed Open new workbook Open an existing workbook Save Save as Close workbook CTRL + I CTRL + B CTRL + U CTRL + 1 Italics Bold Underline Format cells CTRL + X CTRL + C CTRL + V CTRL + D CTRL + R Cut Copy Paste Copies from the cell above the active cell into the active cell Copies from the cell to the left of the active cell into the active cell 2 PricewaterhouseCoopers

Shortcut ALT, I, R ALT, I, C ALT, I, W ALT, O, H, R Task performed Insert row Insert column Insert worksheet Rename worksheet ALT, E, D, R ALT, E, D, C ALT, E, D, U ALT, E, D, L ALT, E, L Delete entire row Delete entire column Delete active cell and shift the remaining cells up Delete active cell and shift the remaining cells left Delete worksheet ALT, I, M Insert comment ALT, E, S, V ALT, E, S, T ALT, E, S, C ALT, E, S, N ALT, E, S, E Paste special -> values Paste special -> formats Paste special -> comments Paste special -> validation Paste special -> transpose (can be used in conjunction with other Paste special commands) CTRL + Z CTRL + Y Undo last task Redo last task CTRL + F CTRL + H Find Find and replace CTRL + 0 CTRL + 9 Hide column Hide row ALT, F, V ALT, F, U Print preview Page setup PricewaterhouseCoopers 3

Navigating around spreadsheets Time can often be saved when navigating around spreadsheets by using the keyboard. A number of shortcuts and keyboard sequences are once again available for these purposes: Shortcut Arrow keys TAB SHIFT + TAB Task performed Move one cell up, down, left, or right Move one cell to the right Move one cell to the left CTRL + Arrow key * SHIFT + Arrow key CTRL + SHIFT + Arrow key CTRL + A SHIFT + SPACE CTRL + SPACE Move to the edge of the current data region. A data region is a range of cells that contains data and that is bounded by empty cells or worksheet borders Select adjacent cells Select from current cell up to the edge of the current data region Select all Select row Select column HOME Move to the beginning of the row CTRL + HOME Move to the beginning of the worksheet (cell A1) CTRL + END Move to the last cell on the worksheet Pg Up (Down) ALT + Pg Up (Down) Move up (down) one screen Move one screen to the left (right) CTRL + Pg Up (Down) CTRL + SHIFT + Pg Up (Down) Navigate to previous (next) worksheet Select current and previous (next) worksheet 4 PricewaterhouseCoopers

* Navigating to the edge of a data region can be seen in the following illustration: Figure 2 - Navigating through data regions PricewaterhouseCoopers 5

Data formatting Formatting cells The following cell formats may be specified from within the Format Cells options window (CTRL + 1): Number Alignment Font Border Patterns Protection Within the Number options, users can select the type of data contained in the cells. For numbers, it is often preferable to use Accounting, as opposed to Number, since this allows for better alignment of negative numbers. Users can select a number of options in the Alignment tab. These include vertical and horizontal alignment, text wrapping, merging of cells, indentation, and angle of text. It is advisable to avoid using merged cells where this is possible. The same effect as merged cells can often be obtained by using the Center Across Selection from within the Horizontal text alignment options. A B C 1 Data to span over three columns 2 Figure 3 - Data to span over multiple columns In the illustration in Figure 3, an alternative to merging cells A1 to C1 that would achieve an identical visual effect would be to: Select cells A1 to C1 Select Format Cells (CTRL + 1) From within the Alignment tab, select Center Across Selection from within the Horizontal text alignment options Setting column width and row height Column width and row height may be specified in one of two manners, namely automatic sizing, or specific sizing. With automatic sizing, the column width or row height is set in such a manner that the cell (or the largest cell with the column/row) will fit without any extra space. Automatic sizing can be done by placing the cursor in between the column or row headers, and double clicking, or alternatively by selecting the cells for which the automatic sizing is to be performed (eg. CTRL + SPACE to select an entire column, or SHIFT + SPACE to select an entire row), and using the Format -> Column -> AutoFit Selection (ALT, O, C, A) or the Format -> Row -> AutoFit Selection (ALT, O, R, A). An alternative to automatic sizing is to manually set the width and height, which can be done by placing the cursor in between the column or row headers, and dragging, or alternatively by using the Format -> Column -> Width (ALT, O, C, W) or the Format -> Row -> Height (ALT, O, R, E) and specifying the desired width or height. 6 PricewaterhouseCoopers

Data sorting Data may be sorted in any ascending or descending order. The following procedures are to be followed to sort data: Select the data to be sorted (if only the data in one column is selected, Excel will prompt the user to confirm whether to extend the selection to the entire range or not) Select Data -> Sort (ALT, D, S) Within the Sort options window, the order for up to three columns can be specified at the same time Users can specify whether the data has column headers or not Figure 4 - Data sort options window Conditional formatting Conditional formatting allows users to automatically format specific cells based on the contents of those cells. This may be particularly useful to highlight cells meeting a specific criteria so that they stand out. Users can specify the following criteria that need to be met for conditional formatting: exact strings of characters (equals, not equal to), values between a certain range (between, not between), logical functions (is greater than, is greater than or equal to, is less than, is less than or equal to) PricewaterhouseCoopers 7

Conditional formatting options include options to change a cell s font, border and/or pattern, and may be set using the following procedures: Select the cells on which conditional formatting is to be applied Select Format -> Conditional Formatting (ALT, O, D) Specify the criteria that must be met Select Format and specify what formatting is desired if the criteria is met. Select OK. A preview of the formatting will be shown in the Conditional Formatting options window If no additional criteria is specified, select OK Up to three conditions of criteria, and related formatting, may be specified. Additional criteria is specified by selecting Add >. Figure 5 - The Conditional Formatting options window 8 PricewaterhouseCoopers

Data imported from other sources Data obtained from foreign sources is, on many occasions, not in the format required for analysis. Examples may include where columns of data may need to be combined in a single column, or where data in particular columns may need to be split up into various columns. Importing data from space delimited text files Figure 6 - A space delimited text file When importing data from a space delimited text file, the following steps should be performed: From within Excel, select File -> Open (CTRL + O) Select Text Files or All Files in the Files of type menu Select and Open the space delimited text file Select Fixed width in Step 1 of the Text Import Wizard, followed by Next > Manually place the markers to indicate where the columns should start and end. Follow the on-screen instructions to add, move, or remove the markers. Select Next > Optional: If desired, the columns may be formatted to a particular format in Step 3. Select Finish The file will need to be saved as an Excel file from File -> Save As (F12) for any changes to be saved Importing data from other delimited text files Figure 7 - A tab delimited text file PricewaterhouseCoopers 9

When importing data from a delimited text file, the following steps should be performed: From within Excel, select File -> Open (CTRL + O) Select Text Files or All Files in the Files of type menu Select and Open the delimited text file Select Delimited in Step 1 of the Text Import Wizard, followed by Next > Select the delimiter used in the text file. This is Tab in the illustrated file in Fig. 4. Select Next > Optional: If desired, the columns may be formatted to a particular format in Step 3. Select Finish The file will need to be saved as an Excel file from File -> Save As (F12) for any changes to be saved Converting text to columns There are times when various columns of a formatted table are imported into Excel as a single column, for example, when a formatted table in a PDF document is selected in its entirety and pasted into Excel. If a delimiter can be identified, then the text can be converted back into columns as follows: Select the text to convert to columns Select Data -> Text to Columns (ALT, D, E) Follow the same procedures above for importation of a delimited text file Combining data in multiple columns Using the above text file as an example, let us assume that we need to combine the name and surname fields. This can be achieved using the CONCATENATE formula: A B C D 1 Name Surname LOS 2 Josef Abela Assurance =CONCATENATE(A2,B2) 3 Alexander Abela Assurance Figure 8 - Combining data in different cells This gives the result JosefAbela. A relatively simpler solution is to use the & character, as follows: =A2&B2 Any characters can also be combined by using punctuation marks. For example, modifying the above formula to: =A2& &B2& works in the &C2& LOS. will give Josef Abela works in the Assurance LOS. 10 PricewaterhouseCoopers

Extracting characters from cells Let us assume that we need to separately extract the letters, and the numbers, from a list of number plates. This can be achieved using the LEFT and the RIGHT functions, as follows: A B C 1 Number plate 2 ASK-193 =LEFT(A2,3) =RIGHT(A2,3) 3 EIO-548 4 KVN-238 5 LKD-343 Figure 9 - Extracting data from the beginning, or end, of a cell The number immediately following the cell reference represents the number of characters to be extracted, starting from the first character if using the LEFT function, and from the last character when using the RIGHT function. Extracting data from the middle of cells can be achieved using the MID function. The MID function requires three items to be specified, namely the cell reference, the first character to be extracted, and the total number of consecutive characters to extract. For example: =MID(A2,3,4) would return a value of K-19 Analysing numbers that Excel does not recognise as numbers It often happens when analysing data imported from other sources that numbers are not recognised as numbers, even though visually they appear to be numbers. Setting the cell format to Number does not have any impact on this. A quick and easy method of overcoming this hurdle is to insert a new column, and multiply the first column by 1. The result, which will now be recognised as a number, may be copied and pasted as values instead of the original data. A B 1 1345 =A1*1 2 2534 3 9032 4 5634 5 6756 Figure 10 - Imported numbers that Excel fails to recognise as numbers PricewaterhouseCoopers 11

Importing data from a web query Data can be imported from the internet using the Web query tool. Let us assume that we need to import (and update on a regular basis) the exchange rates as issued by BOV (http://www.bov.com/page.asp?n=ratesofexchange). This can be achieved as follows: Select Data -> Import External Data -> New Web Query (ALT, D, D, W) Type in the webpage into the Address field, and select Go or press Enter Select the table(s) to be imported Select Import and then select where you want to import the data into (an existing worksheet or a new worksheet) The imported data can be refreshed at any time by right-clicking on the imported data, and selecting Refresh Data Figure 11 - Selecting a table to import into Excel 12 PricewaterhouseCoopers

Data analysis SUM, COUNT, MIN, MAX, AVERAGE and COUNTA functions The above functions will return the following results: Function Sum Count Min Max Average Result Returns the sum of the selected range Returns the number of cells, from the selected range, that contain numbers Returns the smallest number from the selected range Returns the largest number from the selected range Returns the average of the selected range A B C D E 1 1,345 678 345 568 =SUM(A1:D1) 2 1,345 678 345 568 =COUNT(A2:D2) 3 1,345 678 345 568 =MIN(A3:D3) 4 1,345 678 345 568 =MAX(A4:D4) 5 1,345 678 345 568 =AVERAGE(A5:D5) Figure 12 - SUM, COUNT, MIN, MAX and AVERAGE functions The above functions will return the following results: Function Result Sum 2,936 Count 4 Min 345 Max 1,345 Average 734 A modification of the COUNT function is the COUNTA function. This returns the number of cells, from the selected range, that contain any sort of characters. SUBTOTAL function The SUBTOTAL function does not necessarily return a summation of a range of data; it may be used in conjunction with any of the SUM, COUNT, COUNTA, MIN, MAX and AVERAGE functions, as well as with certain statistical analysis functions. The benefit of the SUBTOTAL function is that if there is already a subtotal within the selected range of cells, any such subtotal is ignored by Excel to avoid double counting. The SUBTOTAL function follows the following format: =SUBTOTAL(number, range to subtotal) where the first number will define which function (eg. SUM, COUNT, etc) to perform. PricewaterhouseCoopers 13

The following is a summary of the non-statistical function numbers: Number Result 1 AVERAGE 2 COUNT 3 COUNTA 4 MAX 5 MIN 9 SUM Subtotals can be created manually or by selecting Data -> Subtotals (ALT, D, B) Let us assume we have the following data, for which we want to insert subtotals at each change in hobby, and for which we need to need to count the instances of each hobby: A B 1 Name Hobby 2 Alex Swimming 3 Bernard Swimming 4 Christine Swimming 5 Daniel Reading 6 Elisabeth Reading 7 Francis Sports 8 Gillian Sports 9 Henry Sports Figure 13 - Data to which the SUBTOTAL function will be applied Creating a subtotal can be achieved as follows: Select the data and select Data -> Subtotals (ALT, D, B) Amend, if necessary the Subtotal options window, and select OK * 14 PricewaterhouseCoopers

* The options window, in this case, will be set as follows: Figure 14 - Extracting data from the beginning, or end, of a cell The result will be as follows: Figure 15 - Data to which SUBTOTALS have been applied PricewaterhouseCoopers 15

Grouping and automated data filters Creating subtotals automatically using the Data -> Subtotals (ALT, D, B) functionality automatically groups data. Groups can be collapsed or expanded by clicking on the - or + signs respectively. Data can also grouped manually. This can be achieved by performing the following procedures: Ensure that there is a blank row (or column if grouping by column) immediately after the data to be grouped Select the data to be grouped and select Data -> Group and Outline -> Group (ALT, D, G, G) Select whether you want to group data by row or column and select OK Text, for example a heading, may be inserted into the row that was previously blank Similarly, data can be ungrouped manually by selecting Data -> Group and Outline -> Ungroup (ALT, D, G, U) Data can also be filtered using the automated data filter tool. By using these filters one can filter in, or out: exact strings of characters (equals, does not equal), strings present at the beginning of cells (begins with, does not begin with), strings present at the end of cells (ends with, does not end with), strings present anywhere within the cells (contains, does not contain), or logical functions (is greater than, is greater than or equal to, is less than, is less than or equal to) When creating a custom filter, any such filter can combine any two of the above functions using either an AND or and OR logical function. Although only one such filter may be applied to a single column, multiple columns may simultaneously have filters applied to them. Automated data filters are selected from Data -> Filter -> AutoFilter (ALT, D, F, F). A B C D E 1 Name Gender DOB Age Department 2 Philip M 03/05/1986 22 Manufacturing 3 Stanley M 22/10/1982 26 Accounting 4 Mark M 16/03/1949 59 Engineering 5 Therese F 04/02/1944 65 Accounting 6 Sarah F 15/10/1972 36 Manufacturing 7 Joanna F 22/05/1989 19 Accounting 8 Daniela F 15/09/1970 38 Manufacturing Figure 16 - Data to which auto filters will be applied 16 PricewaterhouseCoopers

By applying the automated filters, data may be filtered by clicking on the column s arrow and selecting one of the options. (Custom ) must be selected in order to filter in, or out, data as described above. Figure 17 - Data with automated filters applied Extracting unique entries from a list of data The easiest way to extract unique entries from a list of data is to use an advanced filter by performing the following procedures: Ensure that the list of data is in a column, and that the first cell can be clearly identified as being a header (for example by formatting the header to be bold, underlined, etc) Select the data from which unique entries are to be extracted Select Data -> Filter -> Advanced Filter (ALT, D, F, A) In the Advanced Filter options window, select Unique records only It is advisable to also select Copy to another location and then specify, within the Copy to: field, the location to where to copy the data (if Filter the list, in-place is selected, then the duplicate rows will simply be hidden, leaving users less flexibility for subsequent data analysis) Criteria range: may be left blank PricewaterhouseCoopers 17

Figure 18 - The Advanced Filter option window SUMIF and COUNTIF logical functions The SUMIF and COUNTIF functions can be used to sum up, or count, data provided that certain criteria are met. The SUMIF function follows the following format: =SUMIF(range, criteria, [sum_range]) where range is the range which must meet the criteria specified, criteria is the criteria to be met, and sum_range is the range that will be summed up. The sum_range is not required if the range itself will be summed up. The COUNTIF function follows the following format: =COUNTIF(range, criteria) where range is the range which must meet the criteria specified and which will be counted, and criteria is the criteria to be met. A B C D 1 Invoice Salesperson Product Sales 2 954123 Stanley Files 134 3 954124 Dawn Pencils 423 4 954125 Christopher Pencils 231 5 954126 Stanley Files 248 6 954127 Christopher Rulers 158 7 954128 Dawn Pencils 129 8 954129 Christopher Files 261 9 954130 Stanley Pencils 106 10 954131 Dawn Rulers 187 11 954132 Christopher Files 253 12 954133 Dawn Rulers 243 13 14 Files =SUMIF(C2:C12,B14,D2:D12) =COUNTIF(C2:C12,B14) 15 Pencils =SUMIF(C2:C12,B15,D2:D12) =COUNTIF(C2:C12,B14) 15 Rulers =SUMIF(C2:C12,B16,D2:D12) =COUNTIF(C2:C12,B14) Figure 19 - SUMIF and COUNTIF functions 18 PricewaterhouseCoopers

The above functions will return the following results: Function Result SUMIF (Files) 896 SUMIF (Pencils) 889 SUMIF (Rulers) 588 COUNTIF (Files) 4 COUNTIF (Pencils) 4 COUNTIF (Rulers) 3 The SUMIF and COUNTIF functions can be used to sum up, or count, all figures above a certain amount, for example all positive numbers within a range. This can be achieved by using the following functions: =SUMIF(range, >0 ) =COUNTIF(range, >0 ) IF, AND and OR logical functions The IF, AND and OR are logical functions that take on a similar meaning to their meaning in standard language. The IF function follows the following format: =IF(logical_test, [value_if_true], [value_if_false]) where the logical_test may take various forms such as equals to or greater than amongst others, the value_if_true is the result to be displayed if the criteria is met, and the value_if_false is the result to be displayed if the criteria is not met. The result may be expressed in terms of specified text, links to other cells, or further nested IF logical functions. A B C D E 1 Name Gender DOB Age Department 2 Philip M 03/05/1986 22 Manufacturing 3 Stanley M 22/10/1982 26 Accounting 4 Mark M 16/03/1949 59 Engineering 5 Therese F 04/02/1944 65 Accounting 6 Sarah F 15/10/1972 36 Manufacturing 7 Joanna F 22/05/1989 19 Accounting 8 Daniela F 15/09/1970 38 Manufacturing Figure 20 - Data to which IF logical functions will be applied The following logical functions may be particularly useful in logical statements: Function Use = / <> Equal to / Not equal to > / >= Greater than / Greater than or equal to < / <= Less than / Less than or equal to PricewaterhouseCoopers 19

The data in Figure 20 can be analysed through the use of the following functions: Function =IF(B2="M","Male","Female") =IF(AND(B2="M",D2>25),"TRUE","FALSE") =IF(OR(B2="M",D2>25),"TRUE","FALSE") =IF(AND(B2="M",D2>25),A2,"") =IF(OR(B2="M",D2>25),A2,"") =IF(E2="Manufacturing",A2,IF(D2<40,"Non-manufacturing < 40","Non-manufacturing > 40")) Result Male FALSE TRUE [N/A] - result is a blank Philip Philip =IF(E3="Manufacturing",A3,IF(D3<40,"Non-manufacturing < 40","Non-manufacturing > 40")) Non-manufacturing < 40 MATCH and VLOOKUP functions The MATCH function is used to determine whether a given text string is present within a list of existing data, whereas the VLOOKUP function is used in a similar manner but has the added flexibility of returning a value if the given text string is found within the list of existing data. A B C D E 1 Name Mileage to March Name Mileage in April 2 Wesley 68,200 Elizabeth 1,551 3 Adrian 62,744 Roberta 1,963 4 Peter 60,461 George 1,568 5 Mary 60,299 Daniela 2,629 6 Michael 55,251 Nicola 2,116 7 Pamela 54,569 Jonathan 1,377 8 Ryan 54,048 Adrian 3,137 9 Tony 51,240 Elizabeth 2,273 10 Herman 47,521 Joseph 2,355 11 Joseph 47,104 Cynthia 1,028 12 Jackson 46,717 Emily 1,327 13 Elizabeth 45,460 14 Nicola 42,316 15 Roberta 39,250 16 Henry 35,367 17 George 31,369 18 Elizabeth 31,021 19 Jonathan 27,533 20 Emily 26,535 21 Cynthia 20,550 Figure 21 - Data to which MATCH and VLOOKUP functions will be applied 20 PricewaterhouseCoopers

The MATCH function follows the following format: =MATCH(lookup_value, lookup_array, [match_type]) where lookup_value is the value to search in a list of existing data, lookup_array is the list of existing data, and match_type is to be specified as 0 for a perfect match. For example, using the data in Figure 21: =MATCH(D2,A2:A21,0) will return a value of 12, meaning that Elizabeth is in the 12 th row of the data range A2:A21. The VLOOKUP function follows the following format: =VLOOKUP(lookup_value, table_array, col_index_num, [range_lookup]) where lookup_value is the value to search in a table of existing data, table_array is the table of existing data, col_index_num is the column, from within the table_array, for which a result is to be returned, and range_lookup is to be specified as FALSE for a perfect match. For example, using the data in Figure 21: =VLOOKUP(D2,A2:B21,1,FALSE) will return a result of Elizabeth, representing the value in the first column of the range A2:B21 where the value in column A matches the value in D2. Where the MATCH and the VLOOKUP functions do not find the requested data within the list, or table, a result of #N/A will be returned. Any such value can be avoided by using the ISNA or ISERROR functions together with the IF logical function as follows: Function =MATCH(D5,A2:A21,0) Result #N/A =IF(ISNA(MATCH(D5,A2:A21,0)),0,MATCH(D5,A2:A21,0)) 0 Pivot tables Pivot tables are a very powerful and flexible data analysis tool, particularly where there is a large volume of data that needs to be analysed. A B C D 1 Name Class Subject Result 2 Ronald Yellows English 41 3 Ronald Yellows Maltese 87 4 Ronald Yellows Maths 70 5 Ronald Yellows Religion 38 6 Ronald Yellows Social studies 60 7 Francesca Yellows English 51 8 Francesca Yellows Maltese 68 9 Francesca Yellows Maths 60 10 Francesca Yellows Religion 56 11 Francesca Yellows Social studies 80 Figure 22 - Extract of data to be analysed using pivot tables PricewaterhouseCoopers 21

The easiest way to create a pivot table is by the following procedures: Ensure that the list of data is organised into columns, and that each column has a column header. A pivot table cannot be created if there are columns within the table that do not have a column header Select the data which needs to be analysed (this can also be selected later on in the process) Select Data -> PivotTable and PivotChart Report Filter (ALT, D, P) Assuming that the data to be analysed is sourced directly from Excel, select Microsoft Office Excel list or database and PivotTable, followed by Next > Select the range to be analysed in the pivot table. This range is pre-populated if the data was selected before selecting Data -> PivotTable and PivotChart Report Filter (ALT, D, P). Select Next > Click on Layout to set the layout of the pivot table (this step can be skipped and the layout set up after selecting Finish). The customisable areas are the Page, Row, Column and Data (pivot table have the flexibility of allowing unlimited subsequent changes to the layout), onto which the column headers can be dragged and dropped The pivot table may include analysis of data by any of the Sum, Count, Average, Max, or Min functions, as well as certain statistical analyses. The layout of the pivot table can be changed by simply clicking and dragging fields, and pivot tables may be refreshed (right click on the pivot table and select Refresh Data) if the underlying data has changed. The components of any figure within the pivot table can be viewed by double clicking on the figure to be analysed. The detailed analysis will be created in a new worksheet. Figure 23 - An example of a pivot table created from the data in Figure 22 22 PricewaterhouseCoopers

Graphs A B 1 Month Revenue ( ) 2 Jan 12,414 3 Feb 15,238 4 Mar 19,234 5 Apr 18,534 6 May 22,328 7 Jun 29,450 8 Jul 34,897 9 Aug 41,345 10 Sep 31,357 11 Oct 22,484 12 Nov 15,483 13 Dec 17,485 Figure 24 - Data to be converted into a chart Using the information in Figure 24, a column bar chart can generally be created by selecting the range of data, and pressing F11. Excel will automatically create a column chart using its default settings. Revenue ( ) 45,000 40,000 35,000 30,000 25,000 20,000 Revenue ( ) 15,000 10,000 5,000 - Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec Figure 25 - Default column chart created by Excel PricewaterhouseCoopers 23

Right-clicking on the chart will allow users to customise the look of the chart. Format options will vary depending on which part of the chart is right-clicked. The following areas may be customised: Chart title Legend Chart area Plot area Axes Data series Other customisations may be made, from the Chart pull-down menu or by right-clicking on the chart, to: Chart type (eg. selecting variations of the column chart, or converting the chart to a bar chart, a pie chart, a line chart, etc) Source data (i.e. the data based on which the chart is created) Chart options (eg. to specify different titles and axes, gridlines, legend, data labels and data tables) Location of the chart (as a new sheet, or within an existing sheet) In a similar manner, trendlines may also be added to certain types of chart. 24 PricewaterhouseCoopers

Formula auditing Tracing all precedents or dependents Formula auditing can be used to trace precedents and dependents of active cells. A B C D E F 1 Customer Item sold Quantity Total 2 Anthony Apples 5 Apples =C2+C3+C5+C9 3 Bernadette Apples 4 Oranges =C4+C6+C7+C8 4 Chris Oranges 6 =SUM(F2:F3) 5 Dorothy Apples 2 6 Eve Oranges 5 7 Francesca Oranges 4 8 Gary Oranges 5 9 Harold Apples 3 10 =SUM(C2:C9) Figure 26 - Table to which formula auditing will be applied Taking cell F2 from Figure 26 as an example, its precedents (cells on which the value in F2 are dependent) are each of C2, C3, C5 and C9. Similarly, the dependents of cell C8 (cells which will directly change if the value in C8 changes) are C10 and F3. Precedents and dependents can be viewed visually, as arrows from precedents or arrows to dependents, by using the formula tools. These tools may be selected from Tools -> Formula Auditing -> Trace Precedents (ALT, T, U, T) and Tools -> Formula Auditing -> Trace Dependents (ALT, T, U, D). Precedent and dependent arrows may be removed by selecting Tools -> Formula Auditing -> Remove All Arrows (ALT, T, U, A). Figure 27 - Precedent arrows PricewaterhouseCoopers 25

Figure 28 - Dependent arrows In the event that precedents or dependents include references to cells in other worksheets, a link to external worksheets will appear, and the links can be accessed by double clicking on the arrow to the external link. Tracing only the first precedents in a formula A shortcut to trace, and be taken to, the first precedent in a formula is to press CTRL + [. This will change the active cell to the first precedent within a formula, even if the first precedent is included in another worksheet or another workbook (provided the other workbook is available and accessible). 26 PricewaterhouseCoopers

Other areas What if? scenarios Excel has an in-built functionality for creating What if? scenarios, with up to two variable inputs. This is done by creating a data table array, which presumes that a formula already exists where the result is dependent on at least one variable. With a What if? scenario, users can identify what the result would be if a specified variable (or two variables) had a different value. A B C 1 2 Revenue 100,000 3 Cost of sales 60% (60,000) 4 Gross profit 40,000 5 Administrative expenses (20,000) 6 Profit before tax 20,000 7 Tax expense 35% (7,000) 8 Profit for the year 13,000 Figure 29 - Data to which a What if? scenario will be applied In the example in Figure 29, the only direct inputs are Revenue, Percentage of Cost of sales, Administrative expenses and Percentage of tax expense. All the other figures are additions or multiplications. With a What if? scenario, a user can determine, without copying or editing the whole table above, what a dependent (for example Profit for the year), would be if up to two of the direct inputs had different values. In this example, we will assume that we would like to calculate Profit for the year in all the possible permutations with Revenue varying from 75,000 to 125,000 in 5,000 intervals, and Percentage of cost of sales varying from 52.50% to 67.50% at 2.50% intervals. This can be achieved using the following procedures: Decide where to create the data table. The data table will be a matrix in which the rows will represent the different values of one variable, and the columns will represent the values of the other variable. In this example Revenue will be placed in a column and Percentage of cost of sales will be placed in a row Assuming that it has been decided that the table will occupy the range B13 to I24, the values for Revenue will be placed in cells B14 to B24 and the values for Percentage of cost of sales will be placed in cells C13 to I13 Link the intersecting cell (B13) to the result which will change with the What if? scenario ( =C8 ) Select the range B13 to I24 and select Data -> Table (ALT, D, T) In the Row input cell: select cell B3, being the cell on which row 13 is dependent In the Column input cell: select cell C2, being the cell on which column 13 is dependent Select OK PricewaterhouseCoopers 27

Figure 30 - Results of the What if? scenario Goal seek Goal seek is also an in-built Excel function and which also assumes that a formula already exists. Using the same data in Figure 30 as an example, we will assume that we need to know what Revenue figure will result in a Profit for the year of 20,000 with all other variables remaining unchanged. Rather than trial and error, this can be achieved by selecting Tools -> Goal Seek (ALT, T, G) and performing the following procedures: Populate Set cell: with the result that we need to define. In this example, select cell C8 Populate To value: with the value needed in the result. In this example, select 20,000 (the currency sign, and the thousands separator can be omitted) Populate By changing cell: with the cell that is going to be changed. In this example, select cell C2, and select OK Once a result is found, select OK 28 PricewaterhouseCoopers

Figure 31 - The Goal Seek options window In this example, cell C2 will automatically be changed to 126,923, giving a Profit for the year of 20,000. Macros A macro is nothing more than the automation of a set of tasks, which may be assigned a keyboard shortcut or may be assigned to buttons. To create a macro one needs to perform the following procedures: Select Tools -> Macro -> Record New Macro (ALT, T, M, R) In the Record Macro window, users can optionally assign a macro name, description, and/or keyboard shortcut. Select OK The macro is now being recorded and the tasks to automate are performed in the normal manner. Where cell or sheet references are used, users can choose between using relative or absolute references by selecting, or deselecting, the Relative Reference button in the Stop Recording window (a relative reference is determined in terms of movement from the currently active cell or sheet, eg. 3 cells down, 5 cells right, where an absolute reference would be to go to cell F4, irrespective of which the active cell is) When recording is complete, click on the Stop Recording button in the little Stop Recording window The macro can be re-run at any time provided the file containing the macro is open. To run a macro, users can either select Tools -> Macro -> Macros (ALT, F8), use the keyboard shortcut if this has been assigned, or press the button if the macro was assigned to a button. PricewaterhouseCoopers 29

www.pwc.com/mt 2009 PricewaterhouseCoopers. All rights reserved. PricewaterhouseCoopers refers to [insert legal name of member firm] or, as the context requires, the PricewaterhouseCoopers global network or other member firms of the network, each of which is separate and independent legal entity.